HomeMy WebLinkAboutJune 24, 1987 COW r
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COMMITTEE OF THE WHOLE MEETING
June 24 , 1987
The Committee of the Whole Meeting was called to order at 6 :15
p.m. , in the Council Conference Room. Members present : Councilmen
Fox, Gilliam, Moylan, Popple, Shales, Walters and Mayor Van
De Voorde. Absent : None.
Meeting with Civil Service Commission.
Harve y Saxe Bill Lovell and Sherman Blair, current members
of the Civil Service Commission met with the Council and made
the following recommendations:
1. The Commission rules should be completely rewritten because
they are out of date in today' s world. The Legal Department
should prepare these revisions so that all of said changes
are legal.
2 . None of the current members of the Civil Service Commission
have ever been given any training. All members should be encouraged,
at least once each three year term, to attend seminars and
meetings conducted by responsible organizations on current
lawful techniques .
3 . The Commission feels the current Rule of One that is in
effect should be maintained. The Commission members oppose
any change to this because the Rule of One precludes discrimination
and reduces the possibility of favoritism or political selection
of candidates for publlic service jobs. It also assures city
employees under its jursidiction that their promotion and removal
is monitered by an independent body.
Mayor Van De Voorde thanked the Commission members for their
imput and directed the City Manager to relay this information
to staff.
The City Manager stated this imput is being considered and
it will be given to the new Personnel Director who will be
coming on board.
Councilwoman Moylan made a motion, seconded by Councilman Gilliam
for staff to prepare new rules , retaining the Rule of One ,
and that the Commission be made aware of any training seminars .
Yeas: Councilmen Fox, Gilliam, Moylan, Popple, Shales, Walters
and Mayor Van De Voorde. Nays : None.
Consideration of a report on proposed insurance for the City.
of Elgin.
The City Manager stated that at the June 6th retreat , Council
was advised that R.C. Hanchette & Associates was in the process
of developing both a guaranteed cost program as well as a self-
insured retention program, and that we would present these
alternates to you as they are received.
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Committee of the Whole Meeting
June 24 , 1987
Page 2
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Hanchette submitted the guaranteed cost program on June 10th
and they have promised their self-insured retention program
alternate by June 24th. Assuming that deadline is met , Corporate
Policyholders can then provide a complete analysis with recommendations
at your first meeting in July.
Consideration of a proposal for specifications for rehabilitating
the inside of a house in Gifford Park.
Councilman Gilliam made a motion, seconded by Councilman Walters
to approve the specifications for interior rehabilitation work
to be undertaken at 21 North Porter Street subject to revisions
to the specifications to comply with Section 303 . 3.2 of the
Property Maintenance Code. Yeas: Councilmen Fox, Gilliam,
Moylan, Popple, Shales , Walters and Mayor Van De Voorde. Nays:
None.
Consideration of an agreement with Unichem for automatic start
up water in fire protection.
This agreement calls for Universal to pay for the design and
installation of an auto start-up system in the Riverside Water
Treatment Plant and at their own facility. In addition, they
have agreed to pay the City of Elgin for their labor to review
the plans and supervise the installation of the system at the
Riverside plant . Universal will pay all expenses associated
with the additional data transmission lines required for this
service as well as all costs associated with maintenance of
the service. The initial cost is estimated at $150. 00 per month
and this will be reviewed annually.
Councilwoman Moylan made a motion, seconded by Councilman Walters
to approve this proposed agreement . Yeas: Councilmen Fox,
Gilliam, Moylan, Popple, Shales, Walters and Mayor Van De Voorde.
Nays: None.
Consideration of Change Order Number Two on the Municipal Building
remodeling.
The City Manager advised the Council the net effect of Change
Order No. 2 is to increase the contract with Sinnett Builders
by $1, 395. If Change Order No. 2 is approved, the revised contract
with Sinnett Builders would total $242, 645, and increase of
$1, 045 from the original contract of $241, 600 .
Councilman Gilliam made a motion, seconded by Councilman Walters
to approve Change Order No. 2. Yeas: Councilmen Fox, Gilliam,
Moylan, Popple, Shales , Walters and Mayor Van De Voorde. Nays :
None.
Committee of the Whole Meeting
June 24 , 1987
Page 3
Consideration of a recommendation setting minimum price for
sale of land owned by the City.
Councilman Walters made a motion, seconded by Councilman Gilliam
to approve the established minimum bid for the City owned lots
of the Huber Resubdivision, located at Larkin, Weston, and
Clifton Avenues. Yeas: Councilmen Fox, Gilliam, Moylan, Popple,
Shales, Walters and Mayor Van De Voorde. Nays : None.
Consideration of a proposed policy changing the City' s tree
removal program.
The Council reviewed the following recommended guidelines to
be used in connection with a live tree removal policy:
1. Trees creating root problems must be verified by a minimum
of three documented rodding problems from the City or by a
private plumber during a one-year period.
2 . Trees which have caused sidewalks to buckle will be removed
only if other alternatives are not appropriate.
3 . Trees behindd the sidewalk and partially within the right
of way (on the property line ) will be considered for removal
by the City.
4 . Live trees considered by residents to be a nuisance shall
be removed only if they create a hazard as determined by the
City of Elgin and then only during the normal dead tree removal
program in the winter.
5 . It will be the intent of the City to remove any live tree
in a timely fashion, but consideration must be given to the
need to complete other work tasks during other times of the
year.
6. The City will consider issuing a permit to a property owner
who, with proper insurance to protect the City, may contract
with a licensed tree removal firm to remove a specific tree at
the expense of the property owner.
7. Affected property owners shall be encouraged to participate
in the City tree planting program at a shared expense with
the City.
Councilwoman Shales made a motion, seconded by Councilwoman
Popple to approve the proposed policy. Yeas: Councilmen Fox,
Gilliam, Moylan, Popple, Shales , Walters and Mayor Van De Voorde.
Nays: None.
Committee of the Whole Meeting
June 24 , 1987
Page 4
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Consideration of recommendations for four-way stop signs at
Highland and Lyle.
Councilman Walters made a motion, seconded by Councilwoman
Moylan to approve the staff' s recommendation for the subject
four-way stop sign. Yeas : Councilmen Fox, Gilliam, Moylan,
Popple, Shales , Walters and Mayor Van De Voorde. Nays: None.
Consideration of a recommendation for consultant for design
of Laurel Street storm sewer project .
Councilman Gilliam made a motion, seconded by Councilman Walters
to approve the staff' s recommendation to select the firm of
Everett Scheflow Engineers for the design of the the subject
storm sewer for a not to exceed amount of $7 , 300. Yeas : Councilmen
Fox, Gilliam, Moylan, Popple, Shales, Walters and Mayor Van
De Voorde. Nays : None.
Consideration of a change order on the crack sealing program.
The City Manager advised the Council the contractor went beyond
the limits outlined in the original contract and crack sealed
4000 linear feet of cracks. This was not included for payment .
This is the first time that we have contracted for crack sealing
of pavements. It appears that we have to allow for more material
when the crack sealing involves concrete pavements and bridge
structures that have full depth cracks.
The project was estimated to cost $55, 000. The original awarded
contract was in the amount of $34 ,237. 50. By reason of this
Change Order No. 1 the contraction will be increased in the
amount of $5, 359.23, for a total estimated cost of $39, 596. 73.
Councilman Walters made a motion, seconded by Councilwoman
Shales to approve the subject change order. Yeas: Councilmen
Fox, Gilliam, Moylan, Popple, Shales, Walters and Mayor Van
De Voorde. Nays : None.
Consideration of a proposal to transfer location of Commonwealth
Edison transformer.
Councilwoman Moylan made a motion, seconded by Councilwoman
Popple to approve staff' s recommendation that Commonwealth
Edison Company be allowed to install an above ground transformer
at the northeast corner of Highland and Grove subject to the
following conditions :
1. That all work performed during this relocation be in accordance
with accepted construction practices ,
Committee of the Whole Meeting
June 24 , 1987
Page 5
2 . That a permit issued under the existing service agreement
be issued by the Engineering Division.
3. That the color of the transformer be a brown black and that
the landscaping which is disturbed by this relocation shall
be transplanted to other locations as determined by representatives
of the Parks Department .
Yeas: Councilmen Fox, Gilliam, Moylan, Popple, Shales , Walters
and Mayor Van De Voorde. Nays : None.
Consideration of a recommendation to conduct a special census
of the City of Elgin.
The Council reviewed a staff report which indicated the population
of the City appears to be sufficient to warrant consideration
of a special census . Roger Dahlstrom estimated the current
population to be 67 , 755.
The overall projected revenue from a special census should
exceed the anticipated costs by approximately $299 , 770. Councilman
Walters made a motion, seconded by Councilwoman Moylan giving
staff authorization to obtain and estimate of the contract
cost . Yeas: Councilmen Fox, Gilliam, Moylan, Pollple, Shales ,
Walters and Mayor Van De Voorde. Nays : None.
jConsideration of a grant application for River Trail development .
Pat Andrews reviewed with the Council the proposed plans for the
extension of the Elgin River Trail from Prairie Street to the
southerly boundary of the Elgin Salvage Company property. With
the completion of the Elgin River Trail and the development
of the county trail on the north side of Elgin, the connection
of the two trails would provide a continuous pedestrian and
bicycle trail through the City of Elgin, primarily along the
banks of the Fox River.
The total estimated cost for the trail development from Prairie
Street to the Elgin Salvage property is not available at this
time. However, it appears that costs would be in the $300 , 000
to $350 , 000 range.
If successful in obtaining a grant , approximately 50 percent
of the trail development costs would be covered by the grant .
The remaining 50 percent of costs would be equally divided
between the City and the Kane County Forest Preserve. The Kane
County Forest Preserve has already indicated that splitting
the local costs would be feasible.
John Albert , 606 McBride Street stated he did not think the
trail along the front of his property on the river was a safe
place , he invited the Council to view the gang graffiti all
over a concrete retaining wall on this property.
Harvey Ireeton, 604 McBride St . , stated he was the general
Committee of the Whole Meeting
June 24 , 1987
Page 6
superintnendent of the Elgin Salvage, at 464 McBride, stated
the city is doing this project in a piecemeal fashion and it
would end up costing a lot more money than was being represented
here.
The City Manager stated the Council is only being requested
to approve the filing of a grant application for funding at
this time.
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Mayor Van De Voorde stated the long range goal is to acquire,
beautify and make the river _ available for recreational use,
and the best path has to be chosen ultimately.
Councilman Gilliam made a motion, seconded by Councilwoman
Moylan for staff to prepare and submit the grant application
for funding. Yeas: Councilmen Fox, Gilliam, Moylan, Popple,
Shales, Walters and Mayor Van De Voorde. Nays : None.
Consideration of a recommendation to purchase PIMS equipment .
Councilman Walters made a motion, seconded by Councilwoman
Popple to approve the expenditure of $4 , 830 for IBM components
and $2 , 706 for Hewlett-Packard components and software via
direct purchase through IBM and the Illinois Criminal Justice
Information Authority ( PIMS) . Yeas : Councilmen Fox, Gilliam,
Moylan, Popple, Shales , Walters and Mayor Van De Voorde. Nays:
None.
Consideration of an agreement with the State of Illinois for
extending the period of the Tyler Creek retention project .
Councilwoman Popple made a motion, seconded by Councilman Walters
to approve the proposed extension of the subject Agreement .
Yeas: Councilmen Fox, Gilliam, Moylan, Popple, Shales , Walters
and Mayor Van De Voorde. Nays: None.
Consideration of a report on the liability of riders with Fire
and Police Departments.
The Council reviewed a legal opinion from the Legal Department
relative to the subject matter.
Councilman Gilliam made a motion, seconded by Councilwoman
Popple to direct the Legal staff to prepare a draft ordinance,
which would limit riding with fire and police personnel to
twice a year for four hours only. Excluded from this ordinance
Chaplains, Interns , Explorers, who are 18 years of age or older,
Volunteer Firefighters from other communities, and Nurses from
Sherman Hospital and St . Joseph Hospital.
All persons riding in fire or police vehicles would be required
to sign waivers or releases of liability whereby such persons
Committee of the Whole Meeting
June 24 , 1987
Page 7
accept all risks of the activity and forever waive and release
any claims and damages against the city and its personnel.
Yeas: Councilmen Fox, Gilliam, Moylan, Popple. Shales and Mayor
Van De Voorde. Nays: Councilman Walters.
Consideration of a report on annexation hearing for two surrounded
areas .
The City Manager furnished the Council with a status report
prepared by the Planning Department covering the annexation
of unincorporated areas surrounded by the City.
Consideration of a report on installation of Dundee and Luda
traffic signal lights .
The City Council authorized the purchase of a new signal controller
for this intersection. The City received the new controller
and it has been installed. All of the 8-inch signal faces
have been removed and replaced with 12-inch faces except for
the amber and green lights on the near right signal post . The
most important one, the red light that gets the motorist to
stop is 12 inch. The signals on the mast arm have been equipped
with a shade that surrounds the signal which keeps any background
lights from interferring with the signal lights.
The signal operation has been revised. The amber time for all
directions has been increased from three seconds to four seconds
and there is a two second delay on red in all directions before
the green light comes on.
Staff anticipates the operation changes will reduce the number
of incidents involving near accidents at this intersection.
Consideration of a report on the Keep America Beautiful program
The City Manager furnished the Council with a status report
which reflected the completion of a Photometric Index, a procedure
for measuring changes in the accumulation of trash, and the
completetion of a Litter/Solid Waste Survey. These reports
which are required for certification have been sent to the
Keep America Beautiful headquarters.
Consideration of a report on training for Police Reserve Officers .
The subject report was distributed to the Council for the period
April through June, 1987 .
Committee of the Whole Meeting
June 24 , 1987
Page 8
Consideration of a report on the status of 1987 capital projects.
The City Manager stated this report would be furnished to the
Council on a month basis.
Consideration of a report on a ruling by the Pollution Control
Board.
The City Manager advised the Council for some time, the City
has been engaged in a hearing before the Illinois Environmental
Protection Agency and the Pollution Control Board to determine
the impact of requirements which could ultimately require the
separation of all storm and sanitary sewers in Elgin and the
prevention of all flow into the Fox River without treatment .
The Pollution Control Board has ruled that the petition of
the City of Elgin and the Elgin Sanitary District has been
accepted and the EPA requirements will not be required to be
met fully by December 1, 1987 but , - instead, in stages as various
components of the treatment system are replaced or modified.
This ruling will have significant financial savings to the City
and allow for an orderly modification to meet new standards
as old systems are replaced.
Consideration of a report on possible location controls for
liquor licensees.
The Council reviewed the subject report and directed that the
Legal staff prepare a draft ordinance dealing with minimum
distance requirements between liquor establishs and surrounding
residential areas. Require applicants to submit building and
site plan relating to traffic safety, exterior improvements ,
such as low intensity lights, controls on the number and types
of signs, restrictions on outdoor activities , including amplification
of sound, landscaping to provide screening where necessary.
Several Council members asked that the 4 :00 a.m. license be
eliminated and that the sale of alcoholic beverages in gas
stations be given further consideration.
Consideration of a report on the management letter from the
City auditors.
The Council reviewed the City of Elgin Management Letter for
the year ending December 13 , 1986. Said report will be placed
on file.
Consideration of a report of the Illinois Department of Corrections
regarding the City
The Council was furnished with the subject report prepared by the
Illinois Department of Corrections.
Committee of the Whole Meeting
June 24 , 1987
Page 9
Differential Report to Vehicle #203.
Councilman Gilliam made a motion, seconded by Councilman Walters
to staff to proceed with the repair of the subject vehicle
at an estimated cost of $2 , 300. Yeas: Councilmen Fox, Gilliam,
Moylan, Popple, Shales, Walters and Mayor Van De Voorde. Nays :
None.
Adjournment
Councilman Gilliam made a motion, seconded by Councilman Walters
to adjourn the Committee of the Whole and adjourn to Executive
Session to discuss Personnel, Litigation and Property Acquisition.
Yeas: Councilmen Fox, Gilliam, Moylan, Popple, Shales, Walters
and Mayor Van De Voorde. Nays : None.
The meeting adjourned at 9: 30 p.m.
Marie Yearman, City Clerk